Education Communication Templates

Updated 4 years ago

1. School Closure
2. School remaining open
3. Providing Information
4. General Statement

The following templates are suitable for use with communicating with parents, students and staff in the education sector.

You can add an additional Opt-out message by clicking on "Add Opt Out" in the SMS campaign screen within the dashboard, once you have pasted the template content in to the message field. You can choose from 'Reply stop' or an unsubscribe link (if sending from your business name).

We have included some data templates as well (which should automatically download when you click each link), to help you save your contact information in a format that will work with the field references in each message template. Each data template has column headers in row 1, a description of the required data in row 2, and an example of the data in row 3. Make sure you delete the contents of rows 2 and 3 before adding your contact data, but do not delete the content in row 1 (unless you want to change the header name and the field references in the message).

This article explains how to add field references or placeholders.

1. School Closure

Purpose:

This template can be used to notify parents and/or students of a closure of a school/university, as well as providing an option to receive further updates by responding with a keyword ("yes"). This template can be used in conjunction with an automation to add contacts to a contact group if they reply with the keyword.

There are two templates - one for a general closure notification, and the other for a closure due to a confirmed Coronavirus case.

Field references:

This template utilises the "firstname" field in the contact profile; when uploading the CSV file during your contact import, ensure that you match this column to the First Name field in the dropdown.
This template also utilises a custom field called "organisation", which means that your data list will need to include a column populated with the name of your school/university. When uploading your CSV file during your contact import, you'll need to ensure that you match this column with Custom 1.

Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred:

Contact Data Template - School Closure.xlsx

Template 1 (general closure):

Dear (First Name)
Please click the link below for important information about changes to (Cust. 1) operations in light of the current COVID-19 pandemic. As you may be aware, we will be closing until further notice. We are taking measures to reduce the risk of exposure for students and staff. To receive further updates on this topic, reply "Yes" to this message, or "No" to opt-out.

Template 2 (closure due to a confirmed case):

Dear (First Name)
Please click the link below for important information about changes to (Cust. 1) operations in light of the current COVID-19 pandemic. As you may be aware, we have had a confirmed case and will be closing until further notice. We are taking measures to reduce the risk of further exposure for students and staff. To receive further updates on this topic, reply "Yes" to this message, or "No" to opt-out.

2. School remaining open

Purpose:

This template can be used to notify parents and students that your organisation will be staying open and following a normal schedule until further notice, as well as providing a link to your policy/protocol around the coronavirus in the event that parents/students have any safety concerns.

This template requires you to add a URL (i.e. the web address) for the link. You may need to use a URL shortener to limit the web address to 13 characters in order to keep your message clean; bearing in mind 160 character limit for a single SMS.

Field references:

This template utilises the "firstname" field in the contact profile; when uploading the CSV file during your contact import, ensure that you match this column to the First Name field in the dropdown.
This template also utilises a custom field called "organisation", which means that your data list will need to include a column populated with the name of your school/university. When uploading your CSV file during your contact import, you'll need to ensure that you match this column with Custom 1.

Where the message says "<Insert URL>" - this is where you need to paste the link to the location where recipients can view the information referenced in the message (e.g. your website).

Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred:

Contact Data Template - Staying open.xlsx

Template:

Dear (First Name)

Due to the current COVID-19 outbreak, there have been closures of schools which have had infected students and staff in attendance. Currently, (Cust. 1) is running to a normal school schedule. Any changes due to new developments will communicate by SMS as soon as any decisions are made by school leadership.

3. Providing Information

Purpose:

This template can be used to provide parents and students with a link to a location (e.g. your website) where information can be found relating to your organisation's policy/protocol regarding the Coronavirus and mitigating the risk of exposure.

This template requires you to add a URL (i.e. the web address) for the link. You may need to use a URL shortener to limit the web address to 13 characters in order to keep your message clean; bearing in mind the 160 character limit for a single SMS.

Field references:

This template utilises a custom field called "organisation", which means that your data list will need to include a column populated with the name of your school/university. When uploading your CSV file during your contact import, you'll need to ensure that you match this column with Custom 1.

Where the message says "<Insert URL>" - this is where you need to paste the link to the location where recipients can view the information referenced in the message (e.g. your website).

Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred:

Contact Data Template - More info.xlsx

Template:

Dear Parents/Guardians of (Cust. 1). We take the threat of COVID-19 seriously and are making every effort to minimise the risk of exposure among our students and staff. We are monitoring the situation closely and will keep you informed throughout the process. For more information please click on the following link: <Insert URL>

4. General Statement

Purpose:

This template can be used to communicate to Parents and Staff on Principal’s letter, which would typically be hosted in an online location such as your organisation's website.

This template requires you to add a URL (i.e. the web address) for the link. You may need to use a URL shortener to limit the web address to 13 characters in order to keep your message clean; bearing in mind the 160 character limit for a single SMS.

Field references:

This template utilises the "firstname" field in the contact profile; when uploading the CSV file during your contact import, ensure that you match this column to the First Name field in the dropdown.
This template also utilises a custom field called "organisation", which means that your data list will need to include a column populated with the name of your school/university. When uploading your CSV file during your contact import, you'll need to ensure that you match this column with Custom 1.

Where the message says "<Insert URL>" - this is where you need to paste the link to the location where recipients can view the information referenced in the message (e.g. your website).

Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred:

Contact Data Template - Principals Letter.xlsx

Template: